Administrative Assistant Corporate Services

1 week ago

Niagara Falls, Ontario, Canada Niagara Region Full time

Division:

Financial Management & Planning

Temporary Duration:

Approximate Duration: 16 months, ending December 2024

About Us:


Serving a diverse urban and rural population of more than 475,000, Niagara Region is focused on building a strong and prosperous Niagara.

Working collaboratively with 12 local area municipalities and numerous community partners, the Region delivers a range of high-quality programs and services to support and advance the well-being of individuals, families and communities within its boundaries.

Nestled between the great lakes of Erie and Ontario, the Niagara peninsula features some of Canada's most fertile agricultural land, the majesty of Niagara Falls and communities that are rich in both history and recreational and cultural opportunities.

Niagara boasts dynamic modern cities, Canada's most developed wine industry, a temperate climate, extraordinary theatre, and some of Ontario's most breathtaking countryside.

An international destination with easy access to its binational U.S.

neighbour New York State, Niagara attracts over 14 million visitors annually, as well as a steady stream of new residents and businesses.

At Niagara Region, we value diversity - in background and experience. We are proud to be an equal opportunity employer. We aspire to hire and grow a workforce reflective of the diverse community we serve. By doing so, we can deliver better programs and services across Niagara.

For the Region's full employee equity statement, Working at Niagara Region - Niagara Region, Ontario.


Please note that effective February 12, 2023 mandatory COVID-19 vaccinations are no longer required as per the Niagara Region's amended COVID-19 Vaccination Policy.

As a result, you will not be required to submit verification of your vaccination status before starting employment with the Niagara Region.

However, the Niagara Region continues to reserve the right to reintroduce vaccination requirements in the future if necessary to respond to changing public health advice and\or government direction.

The Niagara Region continues to strongly encourage everyone to remain up-to-date with vaccinations.

Job Summary:


Reporting to the Director, the Administrative Assistant Corporate Services is responsible for providing confidential administrative support and services to Directors within Corporate Services, in addition to provide general administrative support assisting in the planning, coordination, communication and implementation of divisional and departmental operations.

This position works under the general guidance of the Executive Assistant Corporate Services and provides backup to the Executive Assistant when required.


Education:

  • Postsecondary diploma in Office/Business Administration or equivalent.
  • Certification or additional training in relevant software required to perform the duties is preferred.

Knowledge:

  • Three years senior administrative experience in a computerized office environment.
  • Five years senior administrative experience in a computerized office/municipal environment is preferred.

Responsibilities:

_ Provides day-to-day administrative support to the Directors and divisional leadership, preparing confidential correspondence and reports and ensuring compliance with AODA compliance.

(25% of time)_:

  • Prepare memos, letters and reports, etc. of confidential matters.
  • Schedules appointments and/or meetings for the Director(s), and departmental staff as requested, ensuring relevant documentation and background information for meetings are brought forward.
  • Coordinates, review and finalize departmental reports and monitor approval process through Escribe for reports and agendas for Council and Standing Committees, and track and follow up on Councilor Information requests.
  • Ensures reports and correspondence are in compliance with AODA requirements.
  • Coordinates meetings, preparing agenda packages, recording proceedings, and performing followup tasks for Committee/subcommittee meetings, completes and distributes minutes for followup as required, work with internal and external stakeholders
  • Highlights items of importance/sensitivity, ensuring they are brought to the Director(s) and/or appropriate employee's attention.
  • Support process and procedure improvements i.e. Escribe, PeopleSoft, EFMS, etc., and continuous work towards process improvements
  • Maintains necessary inventory of office supplies and ensures ordering and receipt of shipments.
  • Assists and coordinates with incoming and outgoing mail and packages
  • Assists and coordinates with indivision print jobs and assembling print materials.
**_Prepares, maintains and tracks general office and confidential files and correspondence (e.g. WHMIS updates, staff licensure/registration, performance appraisals, employee notices, requests for staff training, personnel requisitions, posting files, vacation and attendance record management, job descriptions, Workers compens

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